Treasures of Grace Handbook
(Updated 6/6/23)
Table of Contents
Purpose:
The mission of Treasures of Grace Educational Home School Association (TOG) is to support the member homeschooling families through friendship development, encouragement, and prayer; and to provide an opportunity for students to explore subjects which are best experienced in a group setting.
Statement of Faith:
The Bible: We believe the Bible, all sixty-six Books of the Old and New Testaments, to be the inspired Word of God, in all parts and without error. As such, it is the primary authority and guide in our lives in matters of belief and life. (2 Timothy 3:16; 2 Peter 1:21)
The Trinity: We believe in the One True God who exists eternally as three persons; the Father, the Son, and the Holy Spirit. (Deuteronomy 6:4; Matthew 28:19)
The Father: We believe that God, the Father, sent His Son to redeem us from the bondage of sin so that we might receive adoption as sons, and so that all who receive His Son may call Him, “Abba, Father” for all of eternity. (Romans 8:15; Galatians 4:4-6; Ephesians 1:3-6)
The Son: We believe in Jesus Christ, the eternal Son of God, who through His virgin birth, lived a sinless life, and became the propitiation for our sins through his death and bodily resurrection; who ascended into heaven and sits at the right hand of God in His present ministry as the Great High Priest, and who is coming again. (Matthew 1:18-25; Philippians 2:5-8; Luke 24)
The Holy Spirit: We believe in the Holy Spirit and His work to convict the world of sin, righteousness, and judgment. We believe that He indwells and seals the believer at the moment of regeneration, and that He produces the fruits of the Spirit and empowers believers to walk in Christ. (John 14:16-17; John 16:7-14)
Man: We believe that Man is made in the image of God, is born with a sin nature, and remains dead in his sins, and is need of a Savior. (Genesis 1:17; Romans 3:23)
Salvation: It is through the Savior, Jesus Christ, that eternal salvation, by grace alone, can be received by man as a gift from God through personal faith in Jesus Christ and His finished work. We believe that all who receive the Spirit through faith in Christ are assured of their salvation for eternity. (Ephesians 2:4-9; Romans 5:6-9; John 5:24)
The Great Commission: We believe that as followers of Jesus Christ, our primary purpose is to make Jesus known to the world, disciple believers, and to glorify Him in every aspect of our lives. (Matthew 28:18-19; Acts 1:8; Colossians 3:17)
Marriage and Sexuality: We believe God created human beings in two sexes: male and female, and that they are of equal value, moral worth, and significant in the sight of God. We believe that each person’s sex is determined by his/ her biology at birth/conception, and that a person’s sex cannot and does not change. We believe that while rare biological abnormalities exist, such abnormalities are a result of the Fall and do not require the recognition of additional categories of a person beyond male or female. We believe in the sanctity of marriage as instituted by the God of the Bible and that marriage is only between one man and one woman. (Genesis 2:20-24; Matthew 19:4-6; Ephesians 5:31)
Worship Music: We conscientiously choose music for our worship time that exalts God, leads our thoughts to Him rather than to ourselves, points us back to scripture, and aligns with our statements of faith. (Psalm 96:1; Acts 5:38-39)
Conflict Resolution: We believe God has designed and provided principles that can help us address conflicts within our organization in a manner that leads to healthy and more fruitful interactions. These principles allow reconciliation and resolution of conflicts to occur. If an offense does occur, the offended party should first approach the other individual privately with a heart of humility and a goal toward restoration. If the other person sincerely apologizes, the conflict has been resolved. In everything, we are to love each other and forgive as the Lord forgave us. If there is no resolution between the two individuals, then the matter should be brought to Leadership for mediation. Our co-op is made up of wonderfully unique indiviuals and families. We respect different parenting styles and honor parental authority. (Matthew 18:1517; I Peter 4:8; Ephesians 4:32; Exodus 20:12)
General Schedule:
Treasures of Grace meets approximately every other week, September through April, with Field Trips throughout the year and with an extended break during the month of December. Additional Outdoor Days are scheduled during off weeks at certain times of the year. Our hours are from 9:00 to 12:30. We do at times offer an elective course from 1:00 to 2:00 for our 6th -12th grade students. There is a set-up and clean-up time before and after co-op. Additional programs, including Family Picnics, and Mom’s Nights Out are also scheduled (please see the website Calendar).
Location:
We meet at Lancaster Alliance Church, 210 Pitney Road, Lancaster, PA 17601
Membership Requirements
All families must apply and be approved by the Leadership Team for membership. The application includes submitting a background check and agreeing to the TOG Statement of Faith. Application does not guarantee membership. Membership in Treasures of Grace can be terminated at any time by a unanimous decision of the Leadership Team and without cause.
Teaching:
One parent from each member family is required to teach (Lead Teacher) or help (Teacher Aide) in a class. Leadership Team members of the Co-op may be excused from teaching duties depending upon the requirements of the office. Moms who have an infant or have adopted or are doing foster care are given preference for Nursery duty the semester they have their child. New Moms are given Teacher Aide preference the first year that they join the Co-op. Other extenuating circumstances will be considered by the Leadership Team on a case- by-case basis.
Teacher Expectations and Responsibilities:
Each lead teacher (s) will provide the following items:
- Class Description: A brief description of what your class will be studying/learning and the curriculum/resources you plan to use.
- Supplies List: A detailed list of amy specialized supplies needed for your class including the cost per item. The best way to do this is to create a shared list on Amazon with the Purchaser. Leadership will determine if the supplies fall under the TOG budget or if the students will need to pay additional fees, or purchase the supplies themselves.
- The Class Description and Supplies List are both due by June 1st.
- Lesson Plan Outline: A basic outline of the lessons you will be teaching. More detailed lessons will need to be provided for a substitute if you are unable to teach a class at some point throughout the year. Email to toghomeschool@gmail.com.
- Class letter: Compose a short letter to your class families to introduce yourself and provide any additional information/details about your class beyond the description. This gives an opportunity for moms to share any pertinent information about their students back with you and provides our families with some insight into what their child will be doing for the year. These can be posted directly to your class forum through the Instructor Dashboard.
- Class updates: Post updates, recaps and/or assignments from your class directly to your class forum through the Instructor Dashboard. This is a great way to let our families know what the students are learning and doing in their classes each week. These do not need to be lengthy and can include fun stories of your time with the students. If help is needed posting on the forum please contact the TOG Webmaster.
Lesson Plan Outline Submission Procedure
Copies of lesson plan outlines from the Lead Teacher are due at Orientation in August for the first semester. Second semester lesson outlines are due at the mid-year Mom’s meeting in January. *Teachers will not present any material that contradicts our Statement of Faith.
Committees:
Each Mom is required to serve on a Committee throughout the entire year. The Committees are designed to allow all Moms an opportunity to participate in a Leadership role within TOG according to their unique giftedness by God.
Overview
1. Each Committee is made up of current, active TOG Moms.
2. Each Committee will be assigned a Committee Chair within its group.
3. Each Committee will be assigned to a Board Member (i.e. a Leadership Team Member) to whom they are accountable.
4. Each Committee must approve all final decisions with the Leadership Team via their Board Member.
5. Each Committee Chair will be given a binder to keep documentation of your Committee's activities for consistency in future years.
Committee Chair’s Role
1. Accountable to Board Member.
2. Leads and guides Committees in all necessary functions: plan meetings, oversee delegated tasks, etc.
Committee Descriptions
Family Picnic Committee -
Oversee and execute all necessary actions for the Fall & Spring family picnic, reserve a pavilion, organize food, & gather needed supplies.
Field Day Committee -
Plan a fun field day at the end of the school year! Include: games, simple prizes, schedule/map of layout to flow smoothly for all ages!
Field Trips -
Plan and organize field trips for the school year, including 3 outings for the fall semester & 3 outings for the spring semester. In addition, they will work with the Treasurer to set up the calendar sign ups to collect funds prior to Field Trips as needed.
A. Field Trip fees are due two Co-ops prior to the scheduled trip and will be collected at the Mom Snack Table as outlined in the “Payment” section of our Financial Policies.
B. The Field Trip Planner will pay the vendor with a check from Treasures of Grace funded by the fees collected from the families. At times, the payment to the vendor may need to be in cash, but all fees from families will always be collected by the Treasurer.
Fellowship Committee -
Plan and attend the mom's night out monthly, host family events like a movie night etc, be creative!
Hospitality Committee -
Build community by helping with food needs for the Spring Concert and other events as needed, Support & encourage other mom's, reach out to new families, announce & celebrate new babies, meal trains for families going through life events, etc.
Mom’s Retreat Committee -
Plan the Spring Mom’s Retreat, including obtaining a new location, planning the meals (breakfast, lunch & dinner) and the schedule/speaker for the day.
A. The Retreat should be approved prior by the Leadership Team.
B. Retreat fees are due two Co-ops prior to the event and will be collected at the Mom Snack Table as outlined in the “Payment” section of Financial Policies.
C. The Committee Chair will pay any vendors with a check from Treasures of Grace funded by the fees collected from the families & the TOG budget.
Service and Missions -
Oversee and execute all necessary actions for a community service event and a missions focus for the school year. Ideas: volunteering at a shelter, organizing food at a pantry, singing carols in a retirement home, find a way to give back to LAC.This could also include a family event, guest speaker, or other avenue of extending ourselves locally and around the world.
Spring Program Committee -
Oversee and execute all necessary actions for the Spring Concert. Items to complete include: planning the program, preparing for and directing rehearsal, creating a slideshow, designing the bulletin, set-up and clean-up for concert (help from other Moms may be recruited), refreshments (will work with the Hospitality Committee)
*Note: Teacher and Committee assignments will be given prior to the Orientation Meeting. The Leadership Team will make every attempt to honor preferences and giftings of our Moms while making Teacher and Committee assignments.
Co-op Mornings:
All families are expected to attend & participate in every Co-op week. Prompt arrival and remaining through scheduled clean-up times are expected. More than 2 absences peryear are discouraged. If you have a medical or family situation that arises, please discuss your need for additional absences with the Morning Supervisor. Long-term absences affect many people in our small Co-op and need to be carefully managed.
Field Trips:
All families are strongly encouraged to attend the planned Field Trips. The purpose of the Field Trips is to allow our children to explore and learn together in an off-campus environment, and to give them opportunities to enjoy cultivating friendships.
Sickness Policy:
In order to attend classes, your child/children should be fever-free for 24 hours, any fluid from the nose should be clear, and coughing should be minimal. On a case-by-case basis and if we do not have several families absent, if your little one(s) are ill, your Intermediate or Secondary child(ren) may attend Co-op with another Co-op Mom, who will assume responsibility for your child(ren) in accordance with all Co-op policies and procedures. This must be approved by both Co-Directors, who will ensure we have enough Moms to accommodate this consideration.
Last-minute Absence/ Substitutes Policy:
Please contact the Co-Directors and all of your Co-Teachers as early as possible if you are unable to attend, and no later than the night before Co-op.
Late Policy:
Please make every effort to be on time on Co-op mornings. If there are circumstances out of your control causing you to be late, please text the Co-Directors and your Co-Teachers.
Maternity/ Adoption Leave of Absence Policy
If you are having a baby or adopting a child, you may send your Intermediate or Secondary child(ren) to Co-op with another Co-op Mom or with your spouse, grandmother, or another female friend or family member, who have their clearances and can provide them to the Morning Supervisors. They will not be permitted to stay without their clearances.
Inclement Weather Policy
Cancellations: Co-op will be cancelled due to inclement weather based on the Conestoga Valley School District cancellation of schools.
Delays: We will plan to continue to meet at the regular time despite any school districts’ delays, unless the Co-Directors determine that it would be unsafe for our families to travel. If we meet, it will be up to each individual family to determine if they can make it, or will be late ---please contact the Co-Directors if this is the case. In this event, it is understood that the morning schedule may change or classes may be shortened.
Notification of Cancellations/ Delays: The Co-Directors will send out group texts to notify families of cancellations or delays. Please let the Co-Directors know if you are not able to receive group texts. It will also be on our website. Field Trips: If inclement weather is a concern, you will be notified by text of any changes or cancellations.
*The safety of our families is paramount. The South Entrance Doors to the building must be locked at all times when unmonitored.
Background Checks/Clearances:
All adult volunteers are required to have a child abuse clearance, PA criminal history clearance, and an FBI Fingerprint check or a Statement of Residency. These are all required to be updated once every 60 months. If dads or grandparents wish to help in class or substitute, they are
required to submit clearances as well. TOG will accept a copy of a background check done elsewhere.
Outdoor Gym/ Playtime Policy:
1. There must be at least 2 adults outside with the children at all times.
2. Children should not use sticks for sword-fighting play.
3. No wrestling or rough play at Co-op.
4. The children must play within the boundaries given. They should not be near the entrance to the parking lot, or near the road, or out of eyesight.
5. Remember to take the Attendance Clipboard with you outside. Take attendance when lining up to come back inside.
Outdoor Gym/ Playtime Procedure:
1. The exterior doors lock automatically. A monitor is stationed by the door you will let you back in as needed.
2. Take a Cell Phone outside (Please make sure both Morning Supervisors, the Door Monitor and your Co- Teachers are contacts in your phone.)
3. If the Door Monitor has stepped away for a moment, text her to let her know you are outside. DO NOT prop the doors open upon exiting the building.
If you see a suspicious person, please get the children into the building immediately, make sure the doors are locked and call a Morning Supervisor. If you do not have time to get the children into the building, one Teacher should call 911 while the other Teacher must gather the children together at a “safer place” at the discretion of the Teachers, and then call a Morning Supervisor. The Morning Supervisor(s) will assess the situation and make a plan.
Restroom Policy:
Only adult females (18 or older) may take children to the restroom, unless it is the older Sibling or Father of the child (no men ever in the girls' restroom). Parents are encouraged to take their child to the restroom before Co-op begins and should ensure that their child is dry before
signing them into class. Teachers should have assigned restroom breaks during the morning to decrease the need for individual children to need to go during planned activities.
Restroom Procedure:
If a child needs to use the restroom during free play or a planned activity, one adult female should take the child to the restroom. If there are only two Teachers in the classroom, the remaining Teacher should either leave the classroom door open or call a Morning Supervisor for
assistance. There must be an adult female in the classroom at all times.
The Teacher taking the child to the restroom should allow the child to enter the restroom on his/her own as the Teacher stands “in the door”, keeping the door slightly open for audible monitoring of the child, but allowing the child privacy to use the restroom. The Teacher should provide “limited assistance”. Help the child as needed with a belt, getting the toilet paper, or turning the water on and off. Do not offer to do anything for the child he/she is able to do for himself/herself. Do your best to encourage the child to wipe himself/herself. There should never be more than one child in a restroom stall at a time.
* Never close yourself in the restroom with a child!
* It is okay to enter the restroom to assist a child with washing his/her hands, but be sure to leave the door wide open.
* Adults should use the designated restrooms nearest the Mom Snack Room, or else ensure no children are in a restroom in any other part of the building before use.
Restroom Use for Elementary – Highschool:
Children in grades 3-12 are encouraged to use the restroom during planned breaks. They may be permitted to be excused from class ONE at a time to use the restroom if needed. They must return immediately back to class after using the restroom.
Diapering Policy:
All diapering must be done by an adult female (18 or older), unless it is the older Sibling or the Father of the child, and must be done in plain sight of all adults. Please use the diapers/wipes that have been provided for that child in that child’s diaper bag. Place the soiled diaper in a bag, tie the bag, and place in wastebasket. Wash hands after every diaper change.
Classroom Behavior Policy
We strive to provide an atmosphere that supports learning and fellowship. To that end, the expectations set forth for classroom behavior will be adhered to and supported by member families and their child(ren). Parents, discuss these with your child(ren) before attending Co-op.
1. Children will be respectful of others (students and Teachers alike) in word and action; respectful of property (our host church, Co-op resources, and
that of others); and respectful of themselves.
2. Children will adhere to classroom expectations as set forth by the Teachers.
3. Children must remain in their assigned classroom. The Teacher Aide will follow the procedure as outlined below for contacting a Morning Supervisor
should a child leave the classroom.
4. Children are not permitted to use cell phones (see “Technology”).
If a child leaves his/her class without permission, a Teacher Aide will follow the child and aMorning Supervisor will be called. The Morning Supervisor will intervene in the situation, allowing the Teacher Aide to return to her class. The Morning Supervisor will assess the situation and make the determination if the child’s parent needs to be present, or if they can work with the child to help them back to their class. The Mom of the child will be notified either way, either at the end of Co-op or through communication from the Morning Supervisor.
Parents, for the safety of all the children, please let your child(ren) know that they are not to leave their classes and find you during the Co-op morning. All children must be under the supervision of an adult at all times during Co-op. If you know that your child is struggling and needs you at times during the Co-op mornings, please communicate that to the child’s Teachers and the Morning Supervisors. We prefer that all children be in their assigned classes. However, we understand that different children struggle at different times and will at times need their Mom. The Morning Supervisors will help make a plan with you and the Teachers in the classroom to help your child.
Student Discipline Policy:
Teachers are encouraged to use a gentle manner with the children, while emphasizing respect for others, property, and themselves. When applicable, a Teacher Aide should take a disruptive child aside and remind him/ her of respecting others, property, and themselves. A child may be removed from an activity if he/she continues to be disruptive. Please call a Morning Supervisor if a child must be removed from the class. The Morning Supervisor will bring the child to his/her Mom, speak with the Mom about the incident, and a plan will be made for the immediate
morning and future Co-op mornings.
If a child is physically aggressive toward a Teacher or another child, the child will gently be removed from the classroom. A Morning Supervisor will be notified, who will locate the Mom to help with the situation. A child will not be permitted back in the classroom until the Morning Supervisor assesses the situation and determines that the child has been able to calm down and is safe to be around others. If a Teacher is unable to remove a child safely, the Teacher Aide(s) will take the other children to the gym while the Morning Supervisor, the Lead Teacher, and the Mom work with the child and make a plan.
Student Injury Procedure:
We strive to provide a safe and nurturing atmosphere for all children. However, no matter what we do, children will get hurt. On the occasion a child is hurt, please contact the Morning Supervisor who will contact the child’s mother immediately regardless of how insignificant the injury may appear. If the injury was caused by another child, please do not mention the other child’s name.
PLEASE NOTE: For the well-being of all children at TOG, we are unable to accommodate children who are repeatedly physically aggressive towards others during Co-op. Lead Teachers and Teacher Assistants are responsible to let the morning supervisor know if they observe a pattern of aggressiveness in any of our students. We will make every effort to help all children feel safe in their environment, including the child who is physically aggressive. Leadership will work with parents to help make a plan as needed for children succeed at TOG.
Dress Code Policy:
Our goal is to encourage modesty in our community and avoid drawing attention to the individual's physical presentation. Any questionable clothing will be addressed by Leadership with the student and parent.
No tank tops (i.e. razor back, spaghetti straps)
No undergarments should be seen
No midriff-bearing attire
Clothing may not advertise drugs, alcohol, or offensive statements
The length requirement for shorts is 12" from waist to hem
Skirts should be fingertip length
Leggings must be worn with shirts that fall below the hip area and cover the front and back
All clothing should be appropriate to the biological sex of the child.
Public Display of Affection Policy:
Parents are encouraged to remind their children that there will be no acceptable public displays of affection at Co-op, no matter the age of the child. This includes hand-holding, hugging (front and side), kissing, etc.
Technology Policy:
Because each child always has a parent or adult who is responsible for them while in attendance at Co-op, there is no need for any child to have a phone, iPod, tablet or the like during Co-op hours. If a device is found on a child (whether they are using it or not), that is not being used for
their current class, it will be taken and given to that child’s parent, with a reminder of the policy.
Adherence to the procedures for Arrival and Departure ensure a smooth Co-op Morning for all. Please familiarize yourself with these before the first day of Co-op.
Arrival Procedure:
1. Attendance Monitors, Nursery, 2's and 3's Teachers should arrive no later than 8:45. All others arrive at 9:00.
2. Families with students in 5 th grade and below should park in South Parking Lot. All others should park in the Front Parking Lot. Enter at the South Entrance.
3. Drop Nursery through age 3 students in their classrooms.
4. Drop students age 4 through 5 th grade in the Theater – classes will be seated by rows. Students are expected to sit with their classes – no wandering or running around.
5. Students in the 4’s and 5’s can drop their backpacks and coats in their class bin at the end of their row. Students in Primary through 5th grade should keep their backpacks with them and drop their coats in their class bins at the end of their row.
6. Intermediate and Secondary students should report to the Theater. Backpacks and coats need to be kept with them throughout the morning.
7. Moms report to your Classroom/Assigned area.
Departure Procedure:
1. Teachers should tidy their rooms, return supplies to their appropriate location, turn off all lights, remove the TOG classroom sign outside your class door, and close the door before going to the Theater. This includes pushing chairs in around tables and cleaning up any spills. As we look to establish rapport with our host church, we want to leave each space in the condition it was received, if not better.
2. Students age 4 through 5 th grade will report to the Theater with their Teachers at 12:30pm (bring attendance clipboards!) and will SIT with their
classes in their assigned row until picked up by their Mom. Place the TOG classroom sign on the round table at the back of the Theater.
3. Attendance Monitors should stay with their classes until all students are picked up – your own students may join you in the Theater but need to be
seated.
4. Moms NOT in the Nursery, 2's, 3's or serving as an Attendance Monitor in the Theater should immediately sign out and pick up their children Nursery
through age 3 before continuing to the Theater to pick up students ages 4 through 5th grade.
5. Intermediate and Secondary students will be dismissed from their last class block. They should either exit the building and head right to the grassy
area beyond the South Parking Lot for Lunch. Please refrain from horse play and rowdy games!
6. All students, Nursery through 5 th grade must be picked up from the Theater by Mom. *Once students are signed out, they are under Mom’s
supervision and should not wander freely throughout the building or in the Gym, or be outside without their Mom.
7. Upon retrieving all of your children & their belongings, each family should IMMEDIATELY EXIT the building via the South Entrance.
*Please refrain from congregating and conversing inside the building so those in charge of clean-up can complete their responsibilities.
Lunch Time Policy:
All families are encouraged to stay for a picnic lunch in the grassy area beyond the South Parking Lot, weather permitting. All personal belongings should be removed from the church before lunch. In the case of inclement or cold weather, we encourage the other families to invite each other over for bagged-lunch dates.
WE ARE A PEANUT-FREE CAMPUS (THIS INCLUDES SNACKS)
Lunch Time Procedure:
1. Before exiting the building, please use the bathroom facilities and gather all of your belongings.
2. Do not congregate inside the building – exit immediately and save conversations for the parking lot or lunch time.
3. The bathrooms across from the Mom Snack Room are available until clean up is complete and the doors are locked. Students 4th grade and under
should be accompanied by an adult to use the bathroom. No students are permitted to roam throughout the building or to be in the gym.
4. Once clean up is complete, the doors will be locked and there will be no re-entry.
Financial Policies
A folder containing Reimbursement Forms and a payment collection box will be placed at the Mom’s Snack Area for monetary transactions. All payments and reimbursement requests should be put directly into the payment collection box.
Fees:
Enrollment fees will be evaluated and posted every March for the following year. These fees are non-refundable, and if a family decides to leave mid-year, they will not be pro-rated.
New Families: A $25 non-refundable application fee will be paid once you are approved for membership in Treasures of Grace. Remaining co-op dues of $175 will be paid at the Orientation meeting in August.
Re-enrolling Families: A $25 non-refundable deposit is due with re-enrollment process in March. Remaining co-op dues of $175 are due at the Orientation Meeting in August.
Other Costs:
- Field Trip & Social costs are extra. Information will be provided throughout the year.
- Glockenspiels and Recorder if needed for Music classes (1st-2nd graders).
- Elementary through Secondary may have a cost associated to chosen electives with an outside Teacher.
- Secondary may have a cost associated with a specialized course requiring an outside Teacher.
Event Costs:
Payments pertaining to specific events will be due two Co-op weeks prior to the event.
1. Picnics
2. Field Trips
3. Mom’s Retreat
Payments:
Check Payments - If paying by check, make it out to Treasures of Grace and just drop it in the collection bin. (No envelope necessary)
Cash Payments - If paying by cash, seal your payment in an envelope (provided at the Mom’s Snack Table). On the outside of the envelope, write your name, reason for payment, and the total amount. Put your completed envelope in the payment collection box on tge Mom's Snack Table.
Online Payments -
Withdrawals and Cancellations:
If a family withdraws from Co-op after initially applying or re-enrolling but before the Orientation Meeting in August, they will not receive a refund of their application/re-enrollment fee ($25). However, they will not be responsible to pay the remaining Co-op dues ($175).
If a family withdraws after the Orientation Meeting in August, they will not receive any refunds. This includes the application/re-enrollment fee ($25), co-op dues ($175) and any class fees.
If a family signs up for a Field Trip and cancels, they are responsible for any fees associated with with the trip and will not be refunded. Families needing to cancel from a field trip are encouraged to find another family to take their place. The two families will need to work out the finances between themselves.
Purchases and Reimbursements
TOG will supply each classroom with general classroom supplies (scissors, crayons, glue, paper towels, hand sanitizer, etc.) Additional supplies may be requested from the Purchaser.
Classroom Supply Purchasing & Reimbursement Procedures:
1. TOG Leadership Team will maintain an inventory list of general supplies, and will designate a person or several people to make purchases as needed.
2. The Purchaser or other designated person is responsible for making purchases as needed
for each class and staying within the approved purchase amount.
3. The Lead Teacher is responsible for communicating the needs for their class prior to the start of Co-op in September & mid-year.
4. If additional supplies are needed throughout the year, the Lead Teacher will get prior authorization from the Treasurer. In order to be good stewards of our Co-op's finances, it is important for Teachers and Committees to plan ahead for purchases with a thorough supply list.
5. The Treasurer will approve purchases based upon the Co-op budget set for the year.
6. Email the purchase request to the Treasurer, and include:
1. Name of class
2. Items purchasing
3. Where items will be purchased
4. Cost of items
7. The Treasurer will decide if the Lead Teacher or Purchaser will make the purchase.
8. If it's decided that the Lead Teacher is to make the purchases:
- Shop as if purchasing for your own family
- Shop where teacher discounts are given
- Use Coupons
9. Regardless of who makes the purchases, a Reimbursement Request Form should be submitted to the Treasurer, with all receipts attached. Photocopies of receipts are fine. Please copy your receipts if you would like to keep them - receipts will not be returned. Put the completed Reimbursement Form in the payment collection box.
9. The Treasurer will attempt to fulfill the Reimbursement Request within a month from its receipt.
Committee Purchasing & Reimbursement Procedures:
1. The above purchase procedure is the same for all Committees as well.
2. The determined Committee Chair will be responsible for making purchases relevant to their Committee’s function and remaining within budget.
3. Reimbursement requests must be submitted within the fiscal year to which the request applies. Otherwise, the amount spent cannot be reimbursed.
Board of Directors (“Leadership Team”)
Treasures of Grace (TOG) is managed by a Board of Directors, also known as the Leadership Team. The Board is responsible for maintaining the overall policies and direction of Treasures of Grace. The Board appoints Officers to run Treasures of Grace, who are usually Board Members.
Please see the By-Laws for a full description of how the Board works. In the event of a vacancy on the Board, new Board Members are nominated and elected by the current Board. Members serve a term of 1-3 years. Board Members have the option of serving another term immediately after their last term is finished. For additional details, please see the By-Laws.
Current Officer Positions and Responsibilities are:
1. Co-Director/ Chair: Kaddie Hollinger
The Co-Director/ Chair is responsible for convening regularly scheduled Board meetings, assigning Teachers (Lead and Aide), and creating the schedule and calendar. The Co- Director/Chair will work with the Co-Director/Morning Supervisor to handle absences and substitutes, and rearrange the morning schedule as needed.
2. Co-Director/ Morning Supervisor & Treasurer: Jennifer Clough
The Co-Director/Morning Supervisor is responsible for revising Co-op policies and procedures as needed, ensuring Co-op policy adherence, handling outside teacher agreements, and overseeing class mornings. The Co-Director/Morning Supervisor will work with the Co- Director/ Chair to handle absences and substitutes, and rearrange the morning schedule as needed.
The Treasurer is responsible for making a financial report at each Board meeting, preparing the annual budget, helping develop fundraising plans, and making financial information available to Board members and the public.
3. Communications Secretary: Shandra Davis
The Communications Secretary is responsible for maintaining the TOG website, getting all pertinent information on the website, and publishing content in the CHALC Newsletter, The SCRAWLS.
4. Recording Secretary: Leah Hokenbrough
The Recording Secretary is responsible for keeping records of Board actions, including overseeing the taking and distribution of minutes at all Board meetings, assuring that corporate records are maintained, and collecting/ updating clearances for members, outside teachers, and
visitors.
5. Administrative Assistant: Courney Rittenaur
The Administrative Assistant is responsible for making Co-op purchases as the designated Purchaser, overseeing Outdoor Days, and assisting the Leadership Team.
Opportunities for Feedback
TOG Leadership Team values your input. There are several ways you can give us feedback:
1. Annual Survey - Given in November each year
2. Email Communication - toghomeschool@gmail.com
3. Speak with us Directly - Please direct your comments or suggestions to a Morning Supervisor